For example, if you want to pursue an advanced degree in Chemistry look for information about what funding is available, what type of research the department excels in, what labs you could work in, the history of funding for the labs (including what grants professors in the department have received), the department job placement history, and what the graduation requirements are. Thoroughly review the website of the university, graduate school, and the individual department.
Make sure that you are not asking these people questions that could easily be answered online.
For example, if you want to study the history of women’s healthcare in Japan in the 19th century, you should identify professors that align with some aspect of that interest. They could study the social history of Japan in the 19th century or the history of women’s healthcare in another region or time period. You do not need to find a professor that specifically studies women’s healthcare in Japan in the 19th century, although that would be an especially good fit.
By becoming familiar with the professor’s work, you will be better prepared to explain to them why your academic work would be a good fit with theirs.
This does not mean that some of your sentences cannot be reused. For instance, personal information about you and your academic history can be reused in multiple emails.
You can also include the specific research area you want to work in in the subject line. For instance, you could write “Inquiry into Graduate Work on Classical Music Theory. "
Begin your email with a formal salutation, such as “Dear Professor Smith. " Conclude your email with a formal closing, such as “Sincerely” followed by your full name.
You may also want to include a sentence about any special programs or academic projects you have completed. You want to strike a balance between letting the professor know what a motivated and good student you are and giving so many details that the professor loses interest. In general, hold back the minute details of your previous academic work on the first email and include them in later correspondence.
This is a section that you can use to give the professor a few details about your interests. Tell them what you want to study and why you became interested in that subject. You can even include the name of a previous professor that you worked with studying this subject, especially if that professor will be writing you a letter of recommendation.
Do not ask questions that you can find the answers to online. This will be viewed as a waste of the professor’s time. Some questions you can ask a potential professor include “Are you accepting new graduate students at this time?” and “Would you be willing to discuss the program with me either in person or over the phone?”
Make sure that you choose a professor that you had individual and positive interactions with, even if you only took 1 class with them.
Using a formal tone will show the professor that you are serious about your desire to enter graduate school. This in turn will encourage them to write you a more persuasive letter of recommendation. The subject line should be clear and concise. For example, it could say “Requesting a Letter of Recommendation”.
For example, reference the class you took with them and what year it was. You could also reference a key paper you wrote in the class, any memorable guest speakers that came to class, or group projects that you were involved in.
If a professor has agreed to write you a letter, you should check in with them again a few days before it is due to ensure that it has been written and submitted. Professors tend to be very busy, so these things can slip through the cracks. Remember that it is your job to help remind them about the due date.
